Earthquake document safety drill.
Whether it is an earthquake, a fire, or flooding, are you ready in case of a disaster? Are your vital business documents protected?
There was an earthquake drill on January 26th at 10:00 am organized by BC Earthquake Alliance called ShakeOut BC. Even though earthquakes do not occur often in the North Okanagan, according to North Okanagan Emergency Management (NOEM), there is some significant risk.
Three basic steps were outlined: Drop, Cover, Hold. As we know, practice is important.
Do you have a vital records emergency plan in place for your business documents? For some companies, this may not cause any disruptions while it may be of serious consequences to others who are not prepared.
Are you vital records organized and protected? What are vital records? These are the business documents, which are vital to the recovery of your business in case of disaster. Not only is it costly and time consuming to find and recreate those documents, it is crucial to your organization to be able to do business. It is about the protection of your assets, human resources, and priorities associated with business functions. As for your clients, your reputation as a reliable company may also be at risk, and this may impede on how they do business with your firm.
Do you have a plan for disaster recovery? Are you waiting for a disaster to happen? Are these documents safeguarded in-house and/or protected elsewhere? Are they saved in an acceptable format? Microfilm is one option for storage.
Who is involved in the process? Assign someone to become responsible for this area of critical business in coordination with senior administration and/or the owner to lead the project. Align the plan with the company's mission and objectives and create a committee. If you are a sole proprietor, get some input from other colleagues in your field of business or ask for assistance from a professional service.
Start with a plan. First of all, determine what type of documents fit this category. Critical business functions, financial, human resource, and legal considerations are all vital to your organization.
Do the inventory and save your documents in the best format or consider other technologies available for storage of data. Be aware of new technology, the benefits and drawbacks, and select what is best for your business.
Other considerations include allocating a temporary location for staff to meet as soon as business resumes. Have an emergency telephone list and a call plan to advise staff. Decide who has the permission to access all vital documents in your plan and who is to show up as the first emergency responders. Enforce regular drills. Adjust, review and be ready.
For more information on earthquake preparedness for personal safety, visit www.shakeoutBC.ca.
Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988
I like your idea a lot.Its very important to make an Earthquake document safety drill.this include three important factor which need care while making thi document.You mainly need to know what documnets are important to recover your business.Read this post its very helpful.
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